Multifactor Authentication (MFA)

Contents

  1. Overview
  2. Setting up Usage
  3. Manuals
  4. Application Forms
  5. FAQ
  6. Inquiries

1. What is Multi-Factor Authentication (MFA)?

Multi-factor authentication (MFA) is an authentication method that combines information based on knowledge (such as your ID and password) with information based on possession (such as your smartphone or IC card), as well as inheritance (such as fingerprint, vein, iris or face).
As security breaches from ID and password theft increasingly become a problem in our society, incorporation of multi-factor authentication has become more widespread as an effective counter-measure.
The university utilizes authentication that combines your ID and password with possession information (unique to your smartphone, mobile phone, etc.).

Systems Requiring Multi-factor Authentication:

Office365 (Outlook、OneDrive)

Situations Requiring Multi-factor Authentication:

(1) When trying to sign in to applicable systems from an off-campus network.
(2) When accessing any multi-factor authentication settings screen.

2. Setting up Usage

【STEP1】Deciding What MFA Method to Use
Please use the following chart to decide which authentication method is best for you.

Setting up Usage

【STEP2】Initial Setup of MFA
Please refer to each manual and proceed with the initial settings.

【STEP3】Signing in with MFA
When you access a service that requires MFA while on an off-campus network – such as at home, a public wireless LAN (Wi-Fi) or a mobile phone line – once you enter your ID and password, you will need to complete MFA.
*Once you have authenticated it, re-authentication will not be required for the next 14 days.

3. Manuals

A
Smartphone (All Authentication Methods Supported)

Input your phone number during initial setup. You can also set up Microsoft Authenticator to simplify authentication, and to make device replacement, off-campus use, as well as overseas use more convenient.

B
Smartphone or Tablet (Notification App, One-time Password [OTP])

If your smartphone or tablet does not support telephone voice calls or SMS text messages, install and set up Microsoft Authenticator.

C
Mobile Phone (Telephone Voice Calls, SMS Text Messages)

If using a mobile phone, input your phone number.

D
Windows PC (One-time Password [OTP])

If using a Windows PC, install and set up WinAuth.

E
Mac (One-time Password [OTP])

If using a Mac, install and set up OTP Manager.

F
Security Token (One-time Password [OTP])

If none of the above options are available to you, purchase a security token at the APU-COOP and submit an application to the Information Systems Administrative Office (3rd Floor, Building D)

<Other Manuals>

4. Application Forms

5. FAQ

FAQ will be published on the APU-Net including those other than the ones listed below.

Q. I don’t have a mobile phone or smartphone.
Please install OTP Software on your computer (authentication method D or E) or use a security token (method F).
Q. I have a smartphone but I can only use it over Wi-Fi.
Please install the Microsoft Authenticator app and use a One Time Password (OTP) (authentication method B).
Q. Can I authenticate from places with no Wi-Fi or mobile service?
You can if you use Microsoft Authenticator, OTP software, or a security token.
Q. If I authenticate via phone call or SMS message will I be charged for the call?
There will be no charge for standard calls because they are charged to the caller. However there many be some cases in which you are charged, such as in overseas roaming situations.
Q. Can I continue to use my Thunderbird or other IMAP/POP email account as-is?
You will not be able to use it if it does not support Office365’s OAuth2.0, so please make sure your email client supports OAuth2.0 or use Outlook on the Web or Outlook (desktop or smartphone version).
Q. Can I register multiple authentication methods for MFA?
Yes. If you want to sign up for a method other than your default method, click [Sign in using a different method] before signing in.
Q. Can I register multiple phone numbers for MFA?
You can register up to 3 devices. However, at least one should be a phone number that can receive SMS messages.
Q.Can I register multiple times using Microsoft Authenticator, OTP Software, or a security token?
You can register up to 5 devices / software programs using One Time Passwords (OTP).
Q. I lost the phone number or phone I use for MFA (it was stolen). What should I do?
You must reset your MFA. Please change your password so that third-parties will not have access to your email, then contact the APU Information Systems Office to apply for an MFA reset.
Q. I want to use this from outside Japan. What should I do?
We recommend using a One Time Password (OTP). You can register your rented or local phone as a secondary phone number.
For details, please see “Things to Keep in Mind Outside of Japan”
Q. I bought a new mobile phone or smartphone. What should I do?
If you are using a mobile phone or smartphone voice call or SMS message with MFA, you can continue to use it as-is with your new phone. If you are using Microsoft Authenticator, sign in using another method such as SMS and register your new phone on the MFA change setting screen.
Q. I changed my phone number. What should I do?
You need to reset your MFA. Please contact the APU Information Systems Office to apply for an MFA reset.

6. Inquiries

Information Systems Administrative Office
Location: Building D, 3rd Floor Hours: Mon-Fri, 10:00-16:30
Inquiry Form

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